After reading this article you will learn about:- 1. Meaning of Committees 2. Features of Committees 3. Advantages 4. Disadvantages 5. Measures.
Meaning of Committees:
A group of persons when jointly takes a decision, the process is termed as group decision making. The group is known as board, commission, task force, team or committee. The group is more popularly known as committee.
Committees are either formed as a permanent or standing committee out of authorities delegated by organisation structure and are competent to take decisions by way of authority delegated to them, or as an informal group (special committee, formed by a manager to assist him in decision making. In second category, committee submits its recommendations to the manager.
The method of group decision-making or problem solving in groups is useful in two circumstances; firstly when problems are too large for an individual decision, or secondly when they concern many departments within a business.
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Some committees undertake managerial functions, while others do not. Some make decisions, while others make recommendations, which may or may not be accepted. Some committees are formed to collect information, without making recommendations or decisions.
Some of the examples of such committees are grievance redressal committee, policy committee, selection committee, planning committee, quality improvement committee etc.
Salient Features for the Success of Committee Operation:
1. Committees authority and responsibility should be clearly spelled out.
2. Committee should consist of members between 5 to 15.
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3. Members should be selected carefully.
4. Subject should be carefully selected. Agenda and relevant information’s should be circulated in advance.
5. Chair-person of the committee must be selected very carefully as it is he who sets the tone of the meeting, integrates the ideas, and keeps the discussion from going beyond its scope.
6. Minutes should be recorded and circulated, timely.
Advantages of Committees:
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1. Since we know that “two heads are better than one” the judgment of the committee, after deliberations is better than the judgment of single person.
2. Committee forms the ideas after due deliberations of all the members.
3. Since it is formed by including members from different fields, committee helps the clarification of problems and development of new ideas.
4. There are very less chances of misuse of authority as compared to that by single person.
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5. Representation of interested groups not only improves the quality of decisions but it is easy to implement them.
6. Committees are very useful for coordinating activities among various departments or units.
7. These are very helpful in transmitting and sharing of information, which helps in maintaining cordial atmosphere.
8. Participation of interested groups helps in motivation.
Disadvantages of Committees:
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1. It requires more time and is more expensive.
2. Responsibilities are not felt by the line managers.
3. Indecisiveness prevails for a long period of time.
Measures for Making Committees Effective:
(i) The committee must have clearly defined goals.
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(ii) The authority of the committee should be specified.
(iii)The committee should be of optimum size.
(iv) Leader of the committee should be selected so as to run the meetings effectively.
(v) Agenda and supporting material should be distributed to the members before meeting.
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(vi) Guidelines and roles of leader and members should be clearly defined.